Services: Duplicating Materials
Special Collections seeks to make accessible and preserve its collections, including materials from the Rare Book collection, University Archives, manuscript collections, and historical maps and photographs. While some materials cannot be duplicated because of their fragility (as determined by department staff) or donor restrictions, most of the materials may be copied. Our duplication policies have been fashioned to both meet patron needs for non-circulating materials and to ensure the continued preservation of those materials.
In-house requests: All materials to be photocopied must first be presented to Special Collections staff, who will evaluate the condition of the materials to be copied and check on any pending restrictions. If condition allows, patrons will be permitted to make copies themselves in the Reading Room. In other cases, due to handling requirements, the staff may prefer to make the copies for the patron. Staff reserve the right to refuse to provide copies.
Distance requests: An order/permissions form (pdf) may be submitted, either via email or by regular mail to the address shown below. (To obtain a Word version of the form, click here.) Following receipt of a request, a staff member will be in contact to confirm the details of the request. If you are unsure about what you need to have copied, please contact Special Collections. Photocopy orders are not to exceed 50 pages.
Special requests: Color copies and copies of oversize items cannot be filled immediately and often require use of an outside vendor. Turnaround times of two weeks or more (not including shipping time) are not unusual in such situations.
- In-house self-service copies: suggested donation, $0.10 per page.
- In-house copies provided by the staff: suggested donation $0.25 per page.
- Distance requests, once fulfilled, will be sent along with a request for a donation to Special Collections. Details will be provided at the time of the request.
- Special requests, when involving an outside vendor, will result in the vendor dealing directly with the patron, who will be charged directly for the work.
Interlibrary Loan: Special Collections does copy some materials requested through Interlibrary Loan Services. Our staff will determine whether the condition and nature of the materials are such that they allow copying. If so, they will be copied by Special Collections staff at no charge for interlibrary loan.
Scans of Special Collection materials not otherwise available in digital form may be requested. The size and condition of materials, quantity of scans requested, and presence of any restrictions on the materials will all determine whether a request can be fullfilled. An order/permissions form may be submitted, either via email or by regular mail to the addresses shown below. Following receipt of a request, a staff member will be in contact to confirm the details of the request.
In most cases, instructions for an online download of the requested materials will be provided once the files have been prepared.
Resolution and use of images: Images will routinely be provided at a resolution and in a format sufficient for personal use and research. Permission to use Special Collections materials for publication, public exhibition, or distribution must be obtained in writing from Special Collections and/or the copyright holder. Our "Conditions Governing Use" form is available in pdf or docx format.
Fees: Scans will be provided along with a request for a donation to Special Collections. Details will be provided at the time of the request. If an outside vendor is required due to the size of an item being scanned, special arrangements will be made and costs will be passed on directly to the patron.
Digital Audio Files
Most of the audio materials available at Special Collectionsprimarily from the Oral History Collectionare only available in their original analog format and, therefore, may only be heard in the Reading Room. We are working to convert these recordings to digital .wav and .mp3 formats. Requests for these files may be submitted, and we will gladly advise you of our progress and their availability.
Fees: Digital Audio files will be provided along with a request for a donation to Special Collections. Details will be provided at the time of the request.Please note: Our duplication policies are developed to both meet patron needs for duplicating non-circulating materials, as well as ensure the long-term preservation of the materials. Price structure is subject to change without notice.
The copyright law of the United States (Title 17, U.S. Code) governs the making of photocopies and other reproductions of copyrighted material. Libraries and archives are authorized to furnish reproductions upon request for specified purposes, including private study, scholarship, and research; publication; and public exhibition. This institution reserves the right to refuse to accept a request if, in its judgment, fulfillment of that order would involve violation of copyright law. For more information, see Copyright from VT's University Libraries.
Special Collections AddressesInquiries may be sent to the general Special Collections address:
University Libraries (0434)
Newman Library, Virginia Tech
560 Drillfield Dr.
Blacksburg, VA 24061
Telephone: (540) 231-6308
FAX: (540) 231-3688